1. Test Coordinator & Proctor Training Winter 2018
End-Of-Course Math (Algebra and Geometry)
This PPT was created to support training of test coordinators for the Winter 2018 End-of-Course administration. Please supplement information in this PowerPoint template with information specific to your school.
Considerations
During your training, you can demonstrate the WCAP-portal “User Cards” and the Washington Assessment Management System (WAMS) by accessing online and sharing the purpose of each page as you are walking staff through it.
This presentation contains a script in the notes section. If you are accessing this information with a screen reader, be sure you are reading the notes section as well as the text contained in the slides.

2. Goals for this Training
Test administration schedule
Understanding Common Acronyms
WCAP Portal – quick review
Be prepared - What to do before testing
Tools, Supports, and Accommodations
How to provide a secure testing environment
Know how to respond to test incidents
Review of responsibilities and security policies
Where to get help and resources

3. Key Dates: Winter 2018 Activity Dates
Delivery 1: EOC Test Booklets, Student Pre-ID Adhesive Labels, and Return Shipping labels
December 11
Last day to train TAs and complete Training Log
Day before testing
Winter EOC testing window
January 8 – February 2
Delivery 2: Test Booklets, Student Pre-ID labels delivered to schools.
January 4
TAs submit Test Security and Staff Assurance Forms to SC.
Last day of testing
Schools submit School/Site Administration Security Report to DC.
Last day of testing, after material check-in
Return all test booklets to KSD Assessment Office
February 2 by 4:00 pm
Key dates include the dates for delivery and return of materials, the additional material order window, training timelines, and the schedule for processing Security Reports.
Security reports are available from the WCAP-portal at:  (Test Coordinators>General Information). Districts may also begin using ARMS for the Winter EOC administration.

4. Acronyms GTSA ORS DC PIRG DA SC SRMAAG TA TAM IS TCM TSBP TIDE WCAP
Definition
GTSA
Guidelines on Tools, Supports, & Accommodations
ORS
Online Reporting System
PIRG
Professional Standards and Security, Incident, & Reporting Guidelines
SRMAAG
Student Record Management for Assessment Accountability
TAM
Test Administration Manual
TCM
Test Coordinator’s Manual
TSBP
Test Security and Building Plan
TIDE
Test Information Distribution Engine
WCAP
Washington Comprehensive Assessment Program
Acronym
Definition (users) DC
District Test Coordinator DA
District Administrator SC
School Test Coordinator TA
Test Administrator IS
Instructional Specialist
Here is a list of several acronyms to remember for the Winter Retake Administration.

5. Navigating WCAP Portal http://wa.portal.airast.org
Refine your search: Select “Resources” dropdown and then select your User Card
Receive s on current postings
The WCAP portal is your source for information about the Washington Comprehensive Assessment Program (WCAP). The portal gives students and families, Test Administrators, Test Coordinators, Technology Coordinators, and other key assessment personnel access to relevant testing information. The portal consists of several User Cards and resources.
Register for alerts regarding newly posted information by clicking on the “Register for alerts/Manage Account” link in the upper right-hand corner, on the WCAP-portal homepage. You can register for resource updates, announcements, or both.
Through the Resource tab on the top toolbar, select the appropriate user card, and enter Search Resources. Items are stored differently in each of the four access points (Students & Families, Test Administrators, Test Coordinators, and Technology Coordinators) but all roles can access any of the materials, making the search option a great resource.

6. Review these materials before test administration:
Guidelines
Manuals/User Guides
Modules
Professional Standards and Security, Incident, & Reporting Guidelines (PIRG)
TIDE User Guide
TIDE Module
Assessment Update Webinars
Guidelines on Tools, Supports, & Accommodations (GTSA)
TCM
TAM
Test Material Processing Training
Calculator and Electronic Device Policy
Quick Start Guide
Coordinator Training for Winter 2018
Included on this slide is a summary of the materials required to be reviewed annually by coordinators.
Resources are available on the WCAP Portal and Assessment Office Website

7. Winter Retake Preparation
Review appropriate training resources and materials
Verify that testing locations and schedules have been approved by the Assessment Office
Review and finalize the Test Security and Building Plan
Print rosters and any additional test labels from TIDE
Ensure that all students have an opportunity to practice item structures and use of tools
Ensure that TAs have been trained.
Be sure to review all applicable training resources in support of the Winter EOC test administration.
Review your testing locations and schedules to ensure that you have approval from your DC. It is important to verify that your testing dates align within the state mandated testing windows and that they do not conflict with school district schedules.
Become familiar with your school’s Test Security and Building Plan – much of what is covered in this PowerPoint should be included in the plan. Report any concerns or updates to your DC.
Plan how you will manage the printing of test labels and rosters (if used).
Rosters can be printed from TIDE for paper testers. This allows students to be linked to test security barcodes on the booklet they tested in.
Students requiring a translated CD should practice using the demo on the WCAP Portal.
Train TAs prior to the administration of any state assessments. Full training is required prior to each spring test administration. This can be followed by supplemental training for each retake administration. It is a good idea to reach out to staff to see if they are comfortable with a supplemental version of a training session.
Identify the date selected for initial shipment of materials and know where to securely store those materials. This year, Winter EOC materials arrived either December 11 or will arrive January 2.
Beginning December 13, districts may submit requests through TIDE for braille, large print, and translated CDs.

8. Tools, Supports & Accommodations
Identify students eligible for supports and accommodations.
Confirm student accessibility features in TIDE.
Some tools are universal and all students have access:
Refer to  Guidelines on Tools Supports & Accommodations for State Assessments 
Review the Calculator and Electronic Device Policy
Students should be familiar with any accessibility features used on a state assessment.
Accessibility features not listed in the GTSA are not allowed!
Accessibility features can be helpful for some students who use them regularly during classroom instruction or have a documented need. Refer to the GTSA for specific questions about restrictions and use of tools.
Make sure that accessibility features have been identified and align to each students plan.
Verify student test settings are entered correctly in TIDE. These must be confirmed prior to testing. You can view online or export lists for verification.
Testing students with non-approved supports or accommodations is a testing irregularity and could result in an invalidation of the student’s test results.
The Calculator and Electronic Device Policy must be read to ensure that the appropriate devices are allowed for student use, when permitted. Locate the policy on the WCAP Portal, under the Test Administrator > User Guides and Manuals tab.
Accessibility features not listed in the GTSA are not allowed, without state approval. To request use of an accessibility feature that is not listed in the GTSA, the DC must submit a Non-Standard Accommodation and Designated Support Request form.

9. PROVIDE A SECURE ENVIRONMENT
Place a TESTING—DO NOT DISTURB sign on the door and/or hallways
Provide a quiet environment -- no talking or other distractions
Actively supervise students. Students may not have access to cell phones, or other electronic devices. Number 1 reason for invalidations!
Students may only access and use permitted resources.
Students who are not testing and unauthorized adults must not be in the testing area.
Do Not Disturb! ENGLISH  Do Not Disturb! SPANISH  
This Photo by Unknown Author is licensed under CC BY-SA

10. PROVIDE A SECURE TESTING ENVIRONMENT (Cont.)
Cover or remove all instructional materials, related to test content
Students should be seated to prevent viewing of other students’ test booklets.
Secure test booklets and other test materials when not in use.
Know what accessibility supports are permitted for each assessment.
TA should be prepared to respond when students ask for help. A TA may say:
It is important that you do your best
Do you need to close your test booklet and take a break?
I cannot help you check your work
You may read the question again and think about what the question is asking you to do.
Try your best and choose the answer that makes the most sense to you.
The rules for each administration may differ slightly. Please be sure that TAs are provided with clear instruction for each administration.
All instructional materials must be covered or removed from each testing location. Retaining materials within testing locations may invalidate student test results. Refer to the GTSA as it provides detailed information on what is permitted for student access in the form of tools, supports, and accommodations.
Ensure student seating is arranged in a way to retain focused testing sessions. An exam type layout as opposed to a collaborative setting.
Glossaries and ancillary paper provided during testing session are secure and must collected and accounted for after each test session. Return materials to your DC according to your school’s Test Security and Building Plan.
Student electronic devices must be turned off and moved away from view and reach of students until the testing session has ended and all secure materials have been collected, accounted for. Student access to personal electronics during testing sessions may invalidate student test results.
Prepare TAs for responding to students who are requesting support. TAs should follow a generic script by responding with
“I can’t help you with your test”
“Always try your best.”
“Read the question again”
“Think about what your question is asking you to do”
“Use your pencil to underline key words in your test question”

11. Testing Incidents When testing incidents occur, it is important to:
Stop the testing session for the individual student or class
Take corrective action to mitigate the incident.
TAs report incidents to the SC, who contacts the DC. The DC works with OSPI when required.
Incidents must be documented by the end of the day and reviewed by DC or State within 24 hours.
Breaches must be reported to SC, DC, and to the State immediately and documented.
For more information, see PIRG
Guidelines: Professional Standards and Security, Incident, and Reporting
There are several types of test Incidents. Each type may be addressed differently. All incidents must be documented and reported by TAs to the SC promptly. This helps to ensure a fair and equitable testing environment for all students. Refer to the PIRG document for full details.
It is important to stop the student(s) testing session, should an incident arise.
Take corrective action to mitigate the incident and gather all necessary information to be reported.
Provide the TA with further direction. This will help to ensure that the testing opportunity is valid.
Document, including as much detail as possible, such as date, time of day, who was involved (SSID), what question number the student was on, and details of the incident. Prompt communication is important and should follow the PIRG.
Frequently Reported Incidents include:
Student using non-approved electronic devices during testing or break times
TAs deviating from the prescribed TA Script of Student Directions
Students gaining access to tools or materials not permitted on state assessments
Materials not being removed from walls within the testing site
Test materials returned after prescribed schedule or without proper transcription
Breaches are considered a high risk. An example would be if a student or adult had collected or released secure test content or student responses. This is immediately reported to the SC, DC, and State. Do not use electronic devices or for transferring secure/confidential information.
Test Incident Reports may be submitted to the state by DCs through ARMS.

12. Required and Suggested Documentation
Required Documentation
Staff Training Logs
Test Security Staff Assurance forms
One for each person in the training log
If yes is marked for irregularity, ensure all documentation is complete
School Site Administration and Security Report
Test Incident Irregularity Reports (if needed)
Test Question Ambiguity Form (when applicable)
Suggested Documentation
Completed Inventory of all Materials
TAs complete the Test Security Staff Assurance Report and return it with signature to the SC along with the secure testing materials.
SCs complete the School Site Administration and Security Report and return it with principal signature to the DC along with the secure testing materials. Reports are required to be delivered the day following each test administration.
DCs complete the District Administration and Security Report and return it, with both DC and Superintendent signatures, to the OSPI State Test Coordinator, no later than five business days after the last day of testing.
School and district staff who have completed training for ARMS are able to electronically submit security reports through this system in EDS.
Maintaining careful records helps to ensure that there are no missing secure materials. Chain-of-custody must be tracked from TA to SC, from the SC to DC, and from the DC to the scoring contractor. This will ensure that all tests are returned on time and all assessments are appropriately scored.
As a reminder, any documentation that includes student information must be sent to the state securely, either through the SFTP site or the ARMS online application (when applicable).

13. New! Assessment Reporting Management System (ARMS)
Online system for processing forms and reports
DCs determine user access within district and schools
ARM users must review the ARMS training PowerPoint prior to being getting access to ARMS
Roles assigned by DDSM (District Data Security Manager):
ARMS_District Test Coordinator (DC)
ARMS_District Administrator (DA)
ARMS_School Test Coordinator (SC)
ARMS_Principal
ARMS_Superintendent
Throughout each test administration, districts are responsible for providing specific documentation to OSPI for accountability and security purposes, as well as in unique circumstances which warrant an approval from the state. In the past, this has been documented through paper.
Districts may begin using ARMS for the Winter EOC administration.
ARMS will provide different levels of access to the system for users in the District Test Coordinator (DC), District Administrator (DA), School Coordinator (SC), principal, or superintendent role. DCs control who in the district and school has access to submitting these reports.]
Prior to being permitted access to the ARMS application, it is required that all staff with the SC, DA, and DC user roles be trained, using the state created ARMS Training PowerPoint, available on the WCAP Portal under the Test Coordinators Modules sub-folder.
An audio file version of the PowerPoint will post to WAMS prior to January.

14. Advantages of ARMS Reduces paper trail
Securely transfer student information
Report submitted by school to district and district to state
Import student files
Review reports together or individually
Electronic data retention
Compile reports and export into single file
ARMS will greatly reduce the paper trail required for tracking various information districts submit to OSPI.
Forms can be created, edited, and archived all within the same system.
Additionally, ARMS will provide a route for transferring secure student information.
ARMS processes reports based on a hierarchy of the users role. As an example, when a SC user is granted permissions for access to ARMS:
reports submitted by the SC will only be sent to the DC for review.
The DC will review to determine if the report is complete, if additional information is required, or whether it should be escalated to the state.
If additional information is needed, the DC will send the report back to the SC for follow up.
This application offers a feature to import student files on certain forms.
ARMS also has the ability to compile all individually submitted reports of a form type into a single export file.

15. Responsibilities - Principal
Trainings
Attend all required trainings
Verify staff has received appropriate training
Overall Planning and Scheduling
Appoint staff members to support test administration
Assign testing areas; ensure test security of materials; plan testing schedules, locations, and testing population. Ensure adequate staff to supports testing locations. Develop and have approved your school’s Test Security and Building Plans
Communication
Approve communication for parents and all staff members
Implementation
Implement all school and district policies and procedures
File the approved Test Security and Building plan for each school
Ensure that each school has an approved testing schedule
Attend all required trainings and ensure that all applicable staff, as their responsibilities support state testing, have also attended required trainings.
Working with your DC, appoint SCs and assign TAs.
When assigning testing areas, ensure sufficient space for students and the security of test materials. Provide adequate staff to support testing locations.
Communicate with parents, staff members, and departments regarding testing schedules, importance of attendance, and how test results will be reported. Implement your school’s and district’s policies and procedures. Review the approved Test Security and Building plan for each school and ensure staff are familiar with content.
Each school’s testing schedule must be approved by the DC and align to the state mandated test window.
Review and sign the School Site Administration and Security Report at the end of each test administration.
For a complete list of Principal responsibilities, see the PIRG.

16. Responsibilities School Test Coordinator
Trainings
Attend required trainings and familiarize yourself with documents
Communication
Communicate with staff and parents
Implementation
Verify your school’s Test Security and Building Plan
Verify supports and accommodations needed for each student. Provide TAs with a list.
Inventory all test material upon receipt; request additional materials, if necessary.
Maintain security of all testing materials and distribute test materials only on testing days
Monitor test administration and report and report all test incidents promptly to the DC
Collect and inventory all test materials promptly at conclusion of test sessions
Securely dispose of ancillary materials according to the TSBP
Complete School Site Administration and Security Reports and documentation
SCs must become proficient with the applicable user guides, manuals, modules, and PPTs. To keep up-to-date, it is important to attend required trainings and webinars. For a complete list of SC responsibilities, see the PIRG document.
It is the responsibility of the SC to ensure that TAs, individuals supporting testing accommodations, and other staff who process materials attend required trainings and have the information they need to administer the test. Ensure staff are familiar with your school’s Test Security and Building Plan and that security protocols are followed.
Encourage a positive testing situation for students and staff.
Communicate with parents and staff members regarding schedule, attendance, and reporting.
It is important to work with your EL and Special Education department to upload all supports and accommodations needed for each student during testing. Provide TAs with the student accommodation lists to support testing.
Inventory all testing materials immediately upon arrival and submit an order for additional materials through your DC if necessary. Include inventory of district specific materials (i.e., pencils, paper, approved calculators for EOC math).
Print any necessary student labels for test booklets.
Some common issues include not ordering accommodated materials in advance of testing, not documenting testing incidents, or not keeping adequate records of who has the testing materials.
Taking the time to document the process for preparing testing can help to ensure that testing goes smoothly.
Have a tracking process to account for chain-of-custody of secure materials while transferring to testing locations and back at completion of each testing session.
Actively monitor testing locations during the assessment window.
Be sure to report all testing incidents to your DC. Include in your report all details, documentation, and any recommendations for invalidations.
Follow your school’s Test Security and Building Plan for processing of secure materials. All secure materials are required to be inventoried and returned on schedule. This includes Translated CDs and all ancillary papers (student notes, scratch paper, graph paper, etc.). All ancillary materials provided during testing sessions must be securely destroyed, as per the state and district policy.
Verify that use of non-embedded supports and accommodations have been accurately entered in TIDE for students.

17. Responsibilities of Special Education & Bilingual Coordinators
Attend all required trainings
Work closely with the SCs and TAs to ensure each student has access to their permitted tools, supports, and/or accommodations
Any accessibility supports must be identified prior to materials arriving in district, so that the DC will have time to request additional materials or non standard accommodations before testing begins.
Attend all required training sessions.
Work closely with your SC and TAs to ensure each student has been identified for the correct accessibility supports.
Make sure students identified for large print, Braille, or Translated CDs are reported to your DC so there is plenty of time to order accommodated forms or to provide the appropriate accessibility supports.

18. Security, Policies, & Responsibilities
Policies, laws, practices, and prohibited behaviors are located in the Professional Standards and Security, Incident, and Reporting Guidelines (PIRG)
DCs, DAs, SCs, and TAs must read the PIRG.
State and local laws and policies specify practices to ensure test security of standardized and ethical administration of assessments.
Student monitoring throughout testing
RCWs and WACs are listed in the Policies and Test Securities section
Only assessment specific trained staff members can administer or be in a testing room
Volunteers or media are not allowed in a testing room
Professional Code of Conduct
The Professional Code of Conduct is codified by the Washington State Legislature in WACs and RCWs. A list of complete rules and regulations can be found online:
As with all state assessments, state laws must be adhered to and best practices followed in the classroom.
This is part of the state Professional Standards and Security, Incident, and Reporting Guidelines (PIRG).
Allowable and prohibited behaviors are detailed in PIRG.
Know who should and should not be in the testing environment. DCs and/or SCs should actively monitor testing locations to ensure adequate support. Trained staff can be in a testing room. Volunteers, students who are not being assessed during the current segment, and media are not allowed.
DCs and SCs should actively monitor testing locations to ensure adequate support.
Reviewing and disclosing test questions is a violation of state law.
The Office of Professional Practices (OPP) is charged with enforcement, including discipline of educational practitioners for violation of the Professional Code of Conduct. OPP receives, investigates, and makes legal findings regarding complaints.
A complete list of rules and regulations can be found online:
The Office of Professional Practices (OPP) is charged with enforcement, including discipline of educational practitioners for violation of the Professional Code of Conduct. The office receives, investigates, and makes legal findings regarding complaints. Unprofessional conduct is reported to OPP (360)

19. If you have questions or need help
Test Coordinators:
Please contact your School Test Coordinator for questions or to report issues.
School Test Coordinators
Please contact the Assessment Office at 7080
OSPI will refer all school staff to the Assessment Office.
WCAP Portal
Assessment Office Website
SC’s should contact the KSD Assessment Office if you have questions.